Office Administrator

Job Description

Job Title: Office & Administrative Assistant

Job Location: Work From Home

Classification: Non-Exempt

Job Type: Part-Time (~20 hours per week)

Reports To: Directors - Andrew & Matthew Jones

Job Summary:

The Office & Administrative Assistant acts as the administrative point of contact with vendors, customers, and other points of contact. This position will provide high level administrative support to the directors, often while they are working remotely on the road. We are seeking someone who has great attention to details, anticipates and solves problems, works challenges to a good resolution, exhibits good character, and reliably follows through on assigned tasks.

Essential Functions:

● Act as the point of contact between the directors and stakeholders including vendors and customers, the Office & Administrative Assistant must represent the company and directors in a positive light through great follow-through skills and sound judgment.

● Provide bookkeeping and accounting support for ongoing operations

● Record income and expenses as directed using excel and quickbooks

● Work with directors to ensure all books reconcile properly, track downdiscrepancies and fix them

● Provide operational and communication support

● Manage and create/pay invoices and POs by acting as main point of contact with customers and vendors

● Work with the operations team to set up delivery of product, correspond with customers regarding pricing and delivery of product.

● Provide organizational and administrative support for the directors

● Provide administrative support as needed. This may include but is not limited toanswering and making phone calls, directing inquiries, creating forms, followingup on information and data, following up on submitted forms, paying bills, etc.

● Organize and maintain the calendars of the directors; resolve personal andprofessional scheduling conflicts, arrange appointments and meetings; maintaincompany directories.

● Make travel and accommodation arrangements.

● Respond to email on behalf of directors and route correspondence appropriately.

● Record and publish meetings notes and track agreed upon action steps. Extractreminders needed to alert directors and staff of important deadlines and tasks.

● Prepare expense reports and submit receipts on behalf of company directors.

● Assist in and produce materials (agendas, reports and presentations) whennecessary.

● Develop office processes and procedures; carry out an efficient documentation and electronic filing system.

● Oversee governmental paperwork including registration with government entities

● Pursue to completion approvals from local municipalities

● Manage sensitive matters with a high level of confidentiality and discretion.

● Other duties as assigned and needed.

Supervisory Responsibilities: None
Work Environment: This role is fulfilled from home.

Required Skills/Abilities:

● Able to work with governmental bodies to fill out paperwork and get approvals needed for our industry.

● Reliability, discretion and confidentiality.

● Ability to exercise good judgment while working independently and interacting withdirectors across multiple communication methods.

● Exemplary planning and time management skills

● High-level verbal and written communication skills using various modes ofcommunication (email, phone, texting, Google Meet).

● Excellent interpersonal skills, with an emphasis on serving others.

● Ability to multitask and prioritize daily workload

● Ability to function well in a fast-paced and, at times, stressful environment.

● Advanced proficiency and up-to-date experience with advancements in office equipment(phones, copy machines) and applications (use of Google Suite and related software –Word, Excel).

● Willingness to learn in areas of weakness.

Minimum Education and Experience Requirements:Associate degree or equivalent experience: 2+ years proven experience working as an administrative assistant, bookkeeper, or in other administrative/personal assistant positions.This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of this position. Duties, responsibilities and activities may change or new ones may be assigned at any time with or without notice.Employee signature below indicates the employee’s understand of the requirements, essential functions and duties of this position:

Job Type: Part-time

Pay: $20.00 - $25.00 per hour

Expected hours: No more than 25 per week

Schedule:

• 4 hour shift

Work Location: Remote